HomeMy Public PortalAbout10. Agreement with SERVPRO for Emergency Clean-Up
Claremont City Council
Agenda Report
File #:4835 Item No:10.
TO:ADAM PIRRIE, CITY MANAGER
FROM:JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE:SEPTEMBER 12, 2023
Reviewed by:
City Manager:AP
SUBJECT:
AUTHORIZATIONTOENTERINTOANAGREEMENTWITHSERVPROOFNORTHPOMONA/LA
VERNE FOR EMERGENCY CLEAN-UP (FUNDING SOURCE: GENERAL FUND)
SUMMARY
OnJuly5,2023,theAlexanderHughesCommunityCenterpartiallyfloodedfromaruptureinthehot
waterheaterreturn.Bythetimestaffreportedforworkthatmorning,therewereapproximatelytwoto
fourinchesofwaterthroughoutdifferentpartsofthebuilding.Withtheamountofwaterpresentand
potentialdamagetothebuilding,SERVPROofNorthPomona/LaVerne(SERVPRO)wascontacted
to begin emergency remediation and repairs.
Staffisworkingwiththe City’sinsurancecarrieronaclaimfordamages.Staffrecommendsthatthe
CityCouncilauthorizetheCityManagertoenterintoanagreementwithSERVPROofNorth
Pomona/LaVerneforemergencyremediationandrepairservicesalreadyperformedintheamountof
$63,464.55.AlthoughtheCitywillpaySERVPROdirectly,theCitywillreceivereimbursement
through the City’s insurance carrier, less a $10,000 deductible for the total claim.
RECOMMENDATION
StaffrecommendsthattheCityCouncilauthorizetheCityManagertoenterintoanagreementwith
SERVPROofNorthPomona/LaVerneintheamountof$63,464.55foremergencyremediationand
repair services.
ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
Request additional information.
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FINANCIAL REVIEW
Thecosttoperformemergencyremediationandrepairsrelatedtoafloodcausedbyarupturedwater
heaterreturnwas$63,464.55.Inadditiontotheremediationandrepairs,additionalcostsincluded
$14,864.03inInformationTechnologyequipmentthatwasdamagedbythewaterand$17,543.41in
staffcostsrelatedtotheincident.Thetotalcostincurredforthisincidentisestimatedat$95,871.99.
TheCityofClaremonthasa$10,000deductiblethatitisresponsiblefor.Staffisworkingwiththe
’s insurer and has submitted a claim to be reimbursed for the total amount, less the deductible.
ThisagreementdoesnotrequirebiddingandcomplieswillallCityandStatepurchasingguidelines.
Contract documents are available for review in the City Clerk's office.
Thestaffcosttopreparethisreportisestimatedat$510andisincludedintheoperatingbudgetof
the Community Services Department.
ANALYSIS
OnJuly5,2023,theAlexanderHughesCommunityCenterpartiallyfloodedfromaruptureinthehot
waterheaterreturn.Bythetimestaffreportedforworkthatmorning,therewereapproximatelytwoto
fourinchesofwaterthroughoutdifferentpartsofthebuilding.Withtheamountofwaterpresentand
potentialdamagetothebuilding,staffcontactedSERVPROofNorthPomona/LaVernetobegin
emergencyremediationandrepairs.SERVPROimmediatelystartedthewaterextractionprocess,
which continued for the next couple of weeks.
Inadditiontotheremediationandrepairscausedbytheflood,theCitysufferedlosstocomputers
andperipheraltechnologyequipment.Aspartoftheinsuranceclaim,theCityisreportinglosses
relatedtothetechnologyequipment,stafftimeforrespondingtotheemergency,andtheremediation
andrepairprocess.TheCitywillbepayingSERVPROdirectlyandhassubmittedaclaimfor
damagestoourinsurancecarrier.Aspartoftheinsuranceclaim,theCitywouldbereimbursedforall
out-of-pocket expenses related to the incident, less a $10,000 deductible.
StaffrecommendsthattheCityCouncilauthorizetheCityManagertoenterintoanagreementwith
SERVPROofNorthPomona/LaVerneintheamountof$63,464.55foremergencyremediationand
repair services.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staffhasevaluatedtheagendaiteminrelationshiptothe City’sstrategicandvisioningdocuments
andfindsthatitappliestothefollowingCityPlanningDocuments:CouncilPriorities,SustainableCity
Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
ThisitemisnotsubjecttoenvironmentalreviewundertheCaliforniaEnvironmentalQualityAct
(CEQA).
PUBLIC NOTICE PROCESS
TheagendaandstaffreportforthisitemhavebeenpostedontheCitywebsiteanddistributedto
interested parties. If you desire a copy, please contact the City Clerk’s Office.
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Submitted by:
Jeremy Swan
Community Services Director
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